About David Guilbault

In his role as VP of Customer Success, David Guilbault provides strategic vision and management for the Customer Success program and the Consulting Practice. Dave is a U.S. patent holder with a degree in Computer Science from the University of Southern Maine with more than two decades of experience in document solutions.
30 09, 2020

Law Firm Scanned Mail Should Not be Delivered by Email

2021-04-28T14:44:04-07:00September 30th, 2020|Featured, Paper2Digital Blog, White Papers and Articles|

Law Firm Scanned Mail Should Not be Delivered by Email

Also published on LegalTech News
Also published on LegalTech News
View on LegalTech News
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When the pandemic sent the workforce to home offices, most law firms quickly started scanning daily mail to email inboxes. Facilities management or mailroom staff went into the office and cobbled together a new work process to accommodate this method of digital delivery. But delivering scanned mail via the email system compromises the security, compliance and the integrity of the process.

Email is a highly susceptible point of security and compliance in the lifecycle of matter documents and client information. And it has proven to be a poor workflow management tool and perhaps more importantly, nearly impossible to govern.

Legal documents arriving in daily mail should not be delivered via scan-to-email for these reasons:

  • Scanned documents are stored residually in the email server, unmanaged. Sensitive client information delivered as attachments violates basic principles of information governance regarding storage and access.
  • The email inbox is not a workflow tool and cannot be easily shared with other workers to manage the multi-step process of review, profiling and notification. And there is no way to monitor that every item was properly processed, or even reviewed.
  • Scanned images create larger documents that may violate attachment and/or Inbox size limitations. Not to mention bloated message stores that create headaches for IT managers.
  • Email messages are a key attack vector for phishing attempts while email attachments are a significant source of malware. Building a mission-critical application on arguably the weakest link in the IT infrastructure would never be advised if starting from scratch.

Clients pay attention to this.  Year over year, the ACC survey of Chief Legal Officers show that the governance and management of their information is a top concern. Accordingly, law firms have invested heavily in document management systems (DMS) to store client information. The DMS has become the primary productivity and governance tool for firms to service clients and protect their information. Therefore, the DMS should be the delivery platform for scanned daily mail.

Lawyers and law firms storing documents outside of the DMS expose the firm and its clients to multiple layers of risk—financial, ethical, regulatory and security risks. Such exposure is magnified by a new scan-to-email delivery of legal mail to remote workers.

If 2020 has taught us anything, it is that our shift in operations to include a home workforce is not temporary. Therefore, law firms need something better than the patched together scan-to-email process established earlier this year.

Forced to use existing copier-based technology, law firms are jamming mission-critical mail delivery through a system designed for ad hoc use where scanning occurs one document at a time. Quality checks are difficult and unstructured, evidenced by the fact that scanned mail is still retained in makeshift filing boxes, or delivered to empty desks for later pickup and review.

If the firm’s existing scanning system and email platform is not well suited to take on this important application, what does a modern, compliant mailroom operation look like?

The modern mailroom is a digital operation, comprised of software, process and clerical workers. The operation is founded on productivity, security and reliability. Software and process enables current clerical staff to work efficiently and with minimal training. They scan, QC, and securely deliver daily mail as searchable PDFs to a legal practitioner’s daily mail folder in the DMS, e.g. iManage or NetDocuments. Digital mail delivered into the DMS should accommodate the options of delivering to attorneys, their assistants, profiling staff, or even directly into the matter when teams are sharing work.

Mailroom software should make DMS deliveries using existing secure methods, but not require mailroom operators to have DMS logins. Nor should mailroom operators need to learn complex profiling procedures, or unique and changing delivery preferences and notifications for mail recipients. The solution must support batching of work – such as profiling, stack scanning, and QC checking. It should enable scanning with in-place multi-function copiers or scanners, without adding hardware, software, or requiring complex or error-prone keystroking while standing at an office machine.

To provide operational integrity, firms will also need automated quality controls for the process, a remote help desk and reporting.

The good news is that a Digital Mailroom, run optimally, now routinely digitizes the biggest remaining flow of inbound paper documents – daily mail. The better news is that longstanding Paper2Digital® initiatives will now accelerate, without the pushback from attorneys who insist on paper files. A Digital Mailroom now becomes the driver towards a conclusive Paper2Digital® transformation.

About the Author
In his role as VP of Customer Success, David Guilbault provides strategic vision and management for the Customer Success program and the Consulting Practice. Dave is a U.S. patent holder with a degree in Computer Science from the University of Southern Maine with more than two decades of experience in document solutions.

David Guilbault, VP of Customer Success

David Guilbault

24 07, 2019

Webinar – KwikTag Legal End of Life & Postmark Upgrade Program

2019-08-02T17:35:25-07:00July 24th, 2019|Presentations and Webinars|

Archived Webinar Resources

  • Friday, July 19, 2019 at 12:00pm Eastern Time.
  • Tuesday July 23, 2019 at 12:00pm Eastern Time.

Registration for this webinar is closed now.

Presenter

David Guilbault, VP Customer Success

Postmark Upgrade Info

Webinar Topic:

This is an important preview of how KwikTag Legal will be phased out and replaced with the new Postmark Scan software. Be among the first to see how Scanback adds convenience scanning with the simplicity of stamps. Learn about what’s new in the latest release and get answers to any of the technical or operational questions you may have. Get fully informed and plan ahead in this 45-minute session.

Agenda:
1. KwikTag Legal end of life important dates and timeline.
2. Preview Scanback, Stamps and Mailman 3.
3. Postmark Upgrade Program.

20 03, 2019

Webinar – Postmark 2.2 New Features for 2019

2019-04-02T20:10:42-07:00March 20th, 2019|Presentations and Webinars|

Archived Webinar Resources

Friday, March 15, 2019 at 1:00pm Eastern Time.

Registration for this webinar is closed now.

Presenter

David Guilbault, VP Customer Success

Webinar Topic:

First Look at Postmark 2.2

  • New Features
  • Existing Functionality Enhancements
  • Latest Fixes
  • Scanback Overview
  • New Stamps
  • Advancing Security
  • Expanded Canon Compatibility

Demo iManage DMS

Q&A for KwikTag Legal customers planning Postmark 2.0 upgrades.

17 09, 2012

A Mix of Digital and Paper

2012-09-17T09:20:12-07:00September 17th, 2012|Paper2Digital Blog|

In his latest post at iPhone J.D. Jeff Richardson recounts a recent conference where he teamed up with Judge Dan Hinde to discuss useful iPhone apps for judges. Many are familiar but the most interesting application to me was more than an app.  Paper in the form of a warrant passes from the world of atoms to the realm of bits and back again. (more…)

6 09, 2012

ILTA 2012 Panel Discussion – Scan with a Plan

2012-09-06T11:25:47-07:00September 6th, 2012|Paper2Digital Blog|

On the last day of the conference, Steve Irons hosted a panel discussion called, Scan with a Plan: Digitizing Content for Your ECM System. It was very well attended and received (obviously I’m biased). The session stemmed from the amazing success of our roadshow event: What’s Your Scanbition? ILTA planners then added it to the conference with an emphasis on the experiences of actual law firms.

The presentation that Steve used for the session is available here: DocSolid ILTA 2012 Conference.

We also have a recording of the What’s Your Scanbition? presentation that kicked this all off available here.

21 05, 2012

10 Brainteasers to Test Your Mental Sharpness

2012-05-21T10:33:47-07:00May 21st, 2012|Paper2Digital Blog|

Here at DocSolid, we’re proud of the fact that we are able to see the paper problem in a different way. Focusing on people rather than technology. But even we get reminded that our brains make decisions for us without our knowledge.

Holly Green, a contributor at Forbes.com provides us with a short test as an example of this idea.

10 Brainteasers to Test Your Mental Sharpness – Forbes http://onforb.es/JI1yWS via @sharethis

18 04, 2012

DocSolid Tackles Scanbition at ALA Conference

2012-04-18T05:35:51-07:00April 18th, 2012|Press Releases|

*** FOR IMMEDIATE RELEASE *** 

DocSolid Tackles Scanbition at ALA Conference with Presentation from Vice President David Guilbault

PHOENIX – April 18, 2012 – DocSolid, a leader in document scanning solutions for the legal market, today announced that its Vice President David Guilbault will be presenting at the Association of Legal Administrators’ (ALA) Annual Conference. The session titled “Scan with a Plan: What Is Your Firm’s Scanbition?” is scheduled for April 24 at 2:15 PM and outlines how strategic scanning helps law firms reduce paper storage and expenses and create a more efficient work environment.
(more…)

9 05, 2011

Accounting Today: Smarter Scanning

2019-10-21T16:55:23-07:00May 9th, 2011|White Papers and Articles|

The Accounting Today article featuring our customer Horne LLP is now available online.  It is a five-page examination of different firms and the document management solutions they are using. A section of the article featuring DocSolid is included here.

Firm: Horne / Ridgeland, Miss.
Size: Approximately 500 people
Product: KwikTag (DocSolid Inc.)
Amount spent: Software – $25,000; annual maintenance – $4,000.
Commencement date: January 2007
On record: Business analyst Carlton Beamon

Challenge: Implement a scalable scanning solution that tightly integrated with Horne’s Enterprise Document Management system while providing centralized, full-text indexing of paper from any business unit in the firm. Consistency within processes is an ongoing strategic focus at Horne, so the solution had to be flexible enough to address the changing needs of any service area within the firm.

Process: Horne discovered DocSolid KwikTag through due diligence conducted by technology consultants iEnvision Technologies. There were a few products of interest, but the firm ultimately found thatDocSolid KwikTag best fit its needs. Horne chose KwikTag’s integrated add-in to the existing document management that software users were already accustomed to, so training is extremely simple.

“What it does is allow the user to initiate scan reservation placeholders within the context of the client engagement workspace [in the document management system],” according to Beamon. Using barcode labels tracked by KwikTag, users verify their next barcode, create a scan reservation in the workspace, and place the matching barcode on the paper document. At the scanner, users select a single firm-wide KwikTag scan destination and then scan. From there, KwikTag uses the barcodes to separate the documents and then produces a full-text searchable PDF that replaces the original scan reservations in the document management system.

Results: On average, 7,000 pages are scanned per day. Once the firm’s administrative and professional staff experienced what KwikTag could do to improve their daily workflow, they were all interested in using it. Staff levels from administrative support to partners use KwikTag everyday. Most do not even realize they are using a separate system because of the tight integration with the document management system.

KwikTag allows users to process large numbers of scan reservations that they have accumulated one at a time, or in large stacks. This has minimized trips to the scanner and time spent standing in front of the scanner. Professional staff appreciate the ability to maintain focus on engagement work at their desks, while still using KwikTag reservations throughout the day. Once they can find time to scan, they know all of the documents will go where they are supposed to. Also, everyone likes the fact that the barcode is redacted from the final document.

Other features users have come to rely on are the e-mail notifications that are sent immediately after documents have been received, and daily “Scan Not Received” notifications for staff that never got around to scanning.

Next steps: The firm’s technology team recognizes the superior value that a full-text searchable document holds over that of a scanned “picture” of a paper document. Many staff do not realize this key difference. Future plans at Horne are to use the KwikTag paper gateway to ensure that 100 percent of documents introduced via central network scanners are full-text searchable.

Postmark Scan is KwikTag Legal Rebranded

28 04, 2011

Supplies Network Named MPS Distributor for Airmail2

2018-04-04T17:35:39-07:00April 28th, 2011|Press Releases|

For Immediate Release

ST. LOUIS, Mo.- Supplies Network, the industry leader in managed print services (MPS) infrastructure, and DocSolid, a leader in enterprise document scanning solutions, have partnered for the premier release of Airmail2®, a cloud- based scan capture platform for MPS. Supplies Network will distribute Airmail2 to its dealer channel. The partnership broadens Supplies Network’s MPS services portfolio to now include the high value network service of scanning, allowing dealers to track and optimize scanning activity as part of the MPS contract.

(more…)

25 01, 2011

DocSolid Announces Airmail2 Enterprise Scanning for Law Firms

2011-01-25T01:11:55-07:00January 25th, 2011|Press Releases|

New York – LegalTech 2011 – Jan. 25, 2011 – DocSolid® today announced the release of Airmail2® Enterprise Scan Capture for Law Firms. The cloud-based solution works with all makes and models of MFPs, digital copiers and scanners, with one-button simplicity. It enables easy and secure scanning to create and deliver OCR’d PDF files to a user’s inbox or a network folder or to capture images for document management systems like Autonomy® iManage® and Worldox®. (more…)

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